Office Administrator

Job description

Do you value natural places, enjoy the outdoors, and like to collaborate to achieve goals? French Creek Valley Conservancy is looking for a personable, conservation-minded teammate to help us protect the French Creek watershed. FCVC is an accredited land trust, working to protect the French Creek watershed of southwest New York and northwest Pennsylvania. Founded in 1982, our organization focuses on land protection, stewardship, education, and outreach programs to advance the conservation of our region.

 

Administrative Assistant

Hours- 40 hours/week, hours of operations 8am to 4:30pm with some flexibility. Evening and weekend hours as needed.

Compensation- $20/hr. base pay, commensurate with experience. Subject to a 3-month probationary period. The position responsibilities and compensation have room for growth with candidate skill set.

Location- Candidate will be required to work at our Meadville, PA office, with occasional travel. Limited remote work with preapproval.

Summary of Position-

This position furthers the land conservation mission of French Creek Valley Conservancy by supporting the Executive Director and program staff with bookkeeping and administrative support including office operations, meeting planning, internal communications, marketing, mailing, clerical support, data entry, correspondence, record maintenance, and other duties as assigned. This position reports to the Executive Director but also provides support to the organization’s Board of Directors and conservation, stewardship, education and outreach staff. Candidate must be able to thrive within an ever-changing non-profit organization and possess a strong conservation and environmental ethic.

 

Duties and Responsibilities

1) Support Executive Director and program staff

-Professionally represent the organization at public events.

• Office reception (phone and visitor greeting and screening)
• Manage incoming and outgoing mail and distribution. Handle day to day correspondence from donors, volunteers, landowners, etc.
• Maintain inventory of office supplies and outreach materials.
• Work with Board, ED, and program staff to assemble and distribute monthly board packets.
• Meeting and special event coordination and planning.
• Manage organization calendar.
• Prepare and proofread correspondence, newsletters, and other written materials.
• Management and updating board and staff handbooks, including distributing of updates.
• Attend monthly board meetings and take meeting minutes for distribution and archives.
• Supervise mass mailings including newsletters, campaigns, appeals, invitations, etc.
• Record keeping and filing, manage documents, press and photo archives.
• Special projects assistance and other duties as assigned.
• Operate as primary contact for vendors including contractors, HR vendors, housekeeping, insurance, etc.
• Support computer, office equipment, and phone system maintenance, act as primary contact for IT services.
• Coordinate merchandise purchases, orders, and mailings as well as inventory tracking.
• Carry out personnel-related record keeping, such as paid time off.
• Act as training coordinator for staff for HR, professional development, health and safety courses.
• Oversee registration, maintenance, mileage, and other aspects of company vehicle.

 

2) Responsible for accounting and financial reporting to support professional accountants, auditors, Executive Director and Program Staff

• Prepare bank deposits.
• Data entry of contributions to Bloomerang and QuickBooks
• Accounts payable entry and check processing
• Assist in cash flow management including direct contact with vendors and donors.
• Support audit preparation.
• Track and manage grant expenditures, deliverables, timelines and in-kind.
• Generate financial reports for board meetings and budget preparation.
• Other tracking and reporting tasks as required.

 

 

Qualifications

At least two years’ work experience in a comparable office management role

Experienced bookkeeper

Experience in all aspects of office operations.

Professional and personable, positive attitude and conservation ethic.

Enthusiasm for outdoor activities and events.

Exceptional ability to be flexible, manage multiple tasks and address immediate requests.

Efficient, organized, self-starting, innovative, and proactive.

Dedicated to driving projects and other assignments to completion.

Ability to build relationships with staff, directors, landowners, donors, and volunteers.

Excellent communications skills (written and interpersonal).

Ability to work independently with confidential information.

Ability to work effectively with a broad variety of individuals and political perspectives.

Skills desired in computer networking and the following:

QuickBooks

Bloomerang

MS Office

Canva

WordPress

MailChimp

Social Media platforms

 

 

Benefits include: Paid Federal holidays and generous paid time off, Health Reimbursement, Retirement plan with employer match, annual reviews with bonus.

Benefits:

• Health Reimbursement
• Paid time off
• Parental leave
• Retirement plan